How to Reduce Aging Claims in Medical Billing (USA)

Medical billing is a vital part of any healthcare practice, and managing it efficiently can make a big difference in your revenue. One of the biggest issues many providers face is aging claims, unpaid or unresolved claims that have been sitting in the system for more than 30 days. These aging claims can slow down cash flow and hurt the overall financial health of your practice.

What Are Aging Claims?

Aging claims refer to unpaid medical claims that remain unresolved beyond a certain number of days, usually 30, 60, 90, or even 120 days. These claims may be stuck due to insurance denials, billing errors, missing information, or delays in follow-up. A high volume of aging claims means your practice isn’t getting paid on time, which can affect payroll, operational expenses, and patient care.

Why Do Aging Claims Happen?

There are several common reasons for aging claims in medical billing:

• Incomplete documentation or missing patient information
• Coding errors or mismatched diagnosis/procedure codes
• Late submission of claims to insurance companies
• Lack of follow-up on denied or pending claims
• Poor AR management practices
• Changes in insurance policies or coverage issues

Understanding these root causes is the first step toward solving the problem.

Best Ways to Reduce Aging Claims: Practical Steps

Let’s walk through some simple but powerful steps your healthcare practice can take to reduce aging claims and keep your revenue flowing smoothly.

1. Verify Patient Insurance and Eligibility Upfront

Many claims get delayed or denied simply because insurance was not verified before the appointment. Always verify:

• Insurance coverage
• Co-pays and deductibles
• Authorization or referral requirements

Tip: Use real-time insurance verification tools or outsource this step to a reliable billing team like IPIRCM.com to ensure every patient is eligible before services are provided.

2. Submit Claims Promptly and Accurately

The faster and more accurately you submit a claim, the less likely it is to age. Timely submission reduces the risk of missing payer deadlines, which can lead to automatic denials.

• Double-check coding for errors
• Include all necessary patient and provider details
• Submit claims within 24–48 hours after service

Use electronic claim submission systems that notify you of errors before submission.

3. Track Claims Regularly

Once a claim is submitted, it’s important to monitor its status closely. Don’t assume it’s being processed.

• Set up regular reports for claim status
• Monitor the clearinghouse rejections
• Flag claims nearing 30 days without payment

Aging reports should be reviewed weekly to stay ahead of delays.

4. Follow Up Proactively

Most practices lose revenue simply because they don’t follow up on claims. Don’t wait for the payer to take action, your billing team must reach out.

• Call or message the payer directly
• Document the communication
• Resubmit if necessary with corrections

Quick and consistent follow-up is the key to reducing aged claims.

5. Resubmit Denied Claims Fast

Insurance companies often deny claims for small issues, such as incorrect coding, missing documents, or timing issues. Don’t ignore or delay addressing these denials. It’s important to review the denial reasons carefully, make necessary corrections quickly, and resubmit the claims within a short window. In many cases, an appeal may be required, especially if the denial was unjustified. A good AR team will handle all these steps promptly, ensuring that no denied claim is left unresolved for long. They act fast to recover your revenue and keep your cash flow stable.

6. Train Your Billing Staff

Human errors lead to delays. Even small mistakes like a wrong code, a missing modifier, or incomplete demographic information can result in claim rejections or denials. Ongoing training ensures your team understands:

• CPT and ICD-10 coding updates
• Changes in payer rules
• Common denial reasons and how to prevent them

A well-trained team helps reduce costly mistakes and speeds up reimbursement.

7. Use a Smart AR Management System

Accounts Receivable (AR) is the heart of reducing aging claims. It represents the money owed to your practice and directly affects your cash flow. A strong AR process ensures timely collections, prevents claims from aging unnecessarily, and improves overall revenue cycle performance. When managed well, AR becomes a powerful tool that keeps your billing efficient and your income steady. Your system should:

• Show real-time claim aging buckets (0–30, 31–60, etc.)
• Assign claims to team members for follow-up
• Track resolution timelines and outcomes

If your current system is outdated or ineffective, consider outsourcing AR management to professionals like IPIRCM.com, who offer specialized AR Management services for doctors and clinics across the U.S.

8. Monitor KPIs and Set Targets

You can’t fix what you don’t track. Without clear visibility into your key performance indicators (KPIs), it’s difficult to identify gaps, delays, or trends in your billing process. Set goals for:

• <10% of claims are over 90 days old
• 95% clean claim rate
• 90% first-pass resolution

Review KPIs monthly with your billing or AR partner to keep performance on track.

9. Automate Where Possible

Using automation tools for claim submission, insurance checks, and reminders can greatly improve the speed and accuracy of your billing process. Automation helps reduce the chances of human error, ensures consistent workflows, and allows your staff to focus on more critical tasks. Many billing platforms now offer advanced AI-based tools for claim scrubbing, coding, and follow-up that significantly reduce the time claims spend in the aging bucket and support faster reimbursements.

10. Outsource to Experts

If you’re spending too much time chasing payments or struggling with aged claims, outsourcing is a smart move.

Why Aging Claims Are Dangerous

If aging claims keep building up, your practice could face:

• Serious cash flow problems
• Delays in paying staff and suppliers
• Negative impact on credit and reputation
• Increased patient billing issues
• More write-offs and revenue loss

That’s why it’s so important to take control of aging claims today.

4 Signs You Need Help with AR Management

If you notice any of the following, it’s time to take action:

• You have >20% of claims over 60 days old
• Too many denied claims aren’t being reworked
• Your staff is overwhelmed with follow-up
• You’re unsure where the money is stuck

Let professionals take over your AR process while you do what you do best, care for patients.

Professional Support to Resolve Aging Claims

Don’t let your money sit in limbo. IPIRCM specializes in Accounts Receivable (AR) Management, helping healthcare practices like yours:

• Reduce aged claims
• Recover lost revenue
• Improve collection speed
• Lower denial rates

Our expert team follows up daily, fights for every claim, and ensures your billing cycle stays healthy and consistent. We utilize proven systems, proactive communication, and real-time tracking tools to resolve pending issues efficiently and promptly. You can rest assured that your revenue is always moving forward with our focused AR strategy.